January 2020 HOA Minutes

January 13, 2020 by: stoneridgefarmshoa in: Board Meeting Minutes Comments Off

HOA Annual Meeting Minutes 

Date: 1/20/2019 

Attendees: Brian Bost- President, Misty Orr- Vice President, Kyle Moore- Treasurer, Christi Cherry-Secretary, Heather Finley- Cabana, Jim Cramer- Violations, Janelle Bell- Social Committee, Jayme Cincotta- Social, Shelly Whiting- Welcoming Committee 

Meeting open at 6:32 PM 

Board Positions:  

-Voting for continued and open board positions: 

– All to remain in position except for the following: Jayme resigned from Social, Dustin (not in attendance) stepped down from Landscaping, Misty stepped down from Vice President and was approved for Social. David Cincotta voted in for Vice President. Rebekka Bunnell voted in for open position of Landscaping. Brandon Thompson voted in for open position of Pool.  

Regular Order of Business: 

–Brian Bost- President 

– Our attorney, Eric Groves, contacted us regarding Habitat for Humanity. A meeting request was initiated by a Habitat board member to Councilman Mark Stonecipher and our attorney.  Permission for out attorney to attend was granted. Once the meeting has occurred, Eric will meet with the board.   

– Premium land has cut the check to reimburse us for the $3,000 water bill due to the damaged irrigation line. We will receive the check this week and verify the amount. 

-Landscaping for the Agate entrance, originally quoted at $17,473.41, was completed for $15,471.41. Discrepancy due to perennial flowers not being planted due to temperature concerns. We can add plants in the spring for an additional cost.  

-Grooms Irrigation also evaluated and made some repairs to the sprinklers at the Agate entrance and west on Memorial. That was at a cost of $615.53. Additional repairs needed were noted as follows:   Zone 6 not functioning at all and zones 8, 9, 10 & 11 need new heads as they are damaged.  Watering is currently required for the new plants and heat tape was installed in critical areas to reduce the risk of issues with the cold weather. This ensures our warranty for the plants stays valid.  

– Premium land has stated that the swings and climbing toy should be installed soon.  

-We requested a 3-year average for Profit/Loss statements from our management company. We have collected an average of $108,503.00 and spent $93,890.00 per year. 

-The individual that hit the stone fence at Teagen & Memorial last October has made a payment of $1,200 and will begin to make monthly payments beginning in February.  

-Kyle Moore- Treasurer 

• Need to get the Social Committee their own debit card to purchase items necessary for the social events and welcome baskets.  

• Need to set up emergency fund still. The Board voted previously to move $30,000 from our checking account to a savings account. 

-Jim Cramer- Violations 

– Sent out eight letters for trashcan violations. Six have been resolved and waiting to see if additional letters will need to be sent to the remaining two.  

–Misty Orr- Social 

– Will get dates together potential dates for 2020 social events to be presented at the next meeting. 

– Shelly Whiting- Welcoming Committee 

-Need to restock on items for welcoming basket. She was given the debit card to do so.  

-Heather Finley- Cabana 

-About half way through February, we will contact our management company to get updated list of residents needing to pay dues. Will follow up to remind payments needs to be received for the ones that have cabana reservations, before their event occurs. 

Other Orders of Business 

• May want to set up signs for the new basketball court. Sign would state “neighborhood residents only” as well as have rules to remind folks about taking care of the equipment. Maybe add one for the pool as well. 
• Streetlights burnt out in the neighborhood. Heather will contact OG&E to get this resolved.  
• Vince brought up that residents in Phase 1 who have AT&T have copper internet lines instead of the fiber lines which may cause a slowing of their internet. AT&T stated that if the HOA contacts them, they can come out and replace all of the lines with the fiber lines. Brian will reach out.  
• Pool pump that went out last year is sitting in a storage closet. We discussed getting it refurbished and having on hand as a backup. The new pump was much cheaper so we will decide if we want to purchase a new pump and have it on hand to avoid any issues with the pool closing if the pump goes out.  

Meeting closed at 7:16